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HOA Winter Lighting Checklist: Avoid Complaints, Hazards, and Extra Costs

As nights stretch longer, complaints pile up: “The carport’s dark.” “My walkway light’s out.” Many HOAs handle these one at a time, sending a vendor out for one or two bulbs per visit.

The result: multiple trip charges, stretched vendor schedules, and wasted money. Here is a smarter way.

Why Lighting Problems Spike in Winter

• Shorter days expose weak spots. Timers drift, photo cells fail, and dim fixtures are suddenly obvious.
• Scattered work orders burn budget. Five small calls often cost more than one consolidated visit.
• Supply hiccups slow you down. Running out of the right bulb, photo cell, or fixture stalls repairs and frustrates residents.

The Cost of Scattered Work Orders (and How to Avoid It)

When boards react to each complaint as a one off, you pay multiple mobilization fees, your vendor’s calendar fills with tiny visits, and you still do not have a complete fix.

The antidote is a property wide plan you execute once, thoroughly.

Your HOA Winter Lighting Plan (Step by Step)

1) Inventory Now (Before It Is Dark at 5 p.m.)

Create a simple spreadsheet with:

• Locations: entries, walkways, stairs, carports, garages, mail kiosks, amenities.
• Fixture types and counts: wall sconce, bollard, pole light, canopy, stair light.
• Lamp specs: base (E26 / GU24), wattage, color temp (2700–4000K), LED vs CFL or incandescent.
• Controls: photo cells, timers, motion sensors (brand and model).
• Common failures: flicker, water intrusion, damaged lens, leaning pole.

Tip: snap a photo of each unique fixture and label it in the sheet. It speeds future orders.

2) Order Ahead (So You Are Not Waiting on Parts)

• Stock 10–20 percent spares for your total lamp count and at least 2–3 photo cells per building type.
• Pre buy timer batteries, extra weatherproof gaskets, and lens covers (common break or fail items).
• If you plan upgrades (LED kits, new bollards), confirm lead times now.

3) Consolidate the Work (One Large Work Order)

Schedule a full property lighting sweep with your electrical or maintenance vendor:

• Replace all failed lamps in one visit.
• Swap out failing photo cells and set and label all timers.
• Re aim fixtures (no glare into units or streets), clean lenses, tighten hardware.
• Document remaining capital issues (failing poles, corroded bases, water damaged cans).

Budget win: one mobilization instead of five emergency call outs. You cut trip charges and clear the backlog in a day or two.

4) Reset and Label Timers (And Put It on the Calendar)

• Set timers for current sunset and sunrise.
• Label each timer with its location and schedule, for example “Pool area: ON 5:00 p.m. / OFF 6:00 a.m.”
• Add calendar reminders for Daylight Saving and a mid winter check when days are shortest.
• Where possible, convert to photo cell plus timer or astronomical timer to reduce drift.

5) Upgrade Smart (LED, Photo Cells, and Sensors)

• LED retrofits cut energy and maintenance visits with longer life and fewer outages.
• Warm neutral color temps (3000–3500K) give safer, more comfortable nighttime visibility.
• Photo cells plus motion sensors in low traffic areas (garbage enclosures, side paths) save cost while keeping routes safe.

6) Document for Next Year (Make It Repeatable)

• Save the inventory, vendor report, and any as builts in your shared HOA drive.
• Note quantities used, SKUs ordered, and vendor response times.
• Set a recurring “Winter lighting sweep” reminder each October.

Sample Scope Language You Can Paste Into Your Work Order or RFP

Case Study: From Endless Tickets to One Clean Sweep

At one HOA, management kept issuing work orders to replace porch and carport fixtures one at a time. A resident would call, maintenance would send the electrician, the light would be fixed, and then two days later a nearly identical work order would come in for the same fixture type on a different building.

Each visit carried a new truck charge. It felt like an endless loop.

We helped the board build a simple lighting spreadsheet and assign someone to walk the property at dusk and log all issues in one pass. With a single consolidated work order, the vendor cleared the entire backlog and the association stopped paying for repeat mobilizations on the same problem.

At a Glance Checklist (Print This)

• Inventory all fixtures, lamps, photo cells, and timers (with photos).
• Order spares (10–20 percent lamps, 2–3 photo cells per building).
• Schedule one full property sweep, not piecemeal visits.
• Reset and label timers; add Daylight Saving and mid winter reminders.
• Prioritize LED upgrades in high use and complaint heavy areas.
• Save docs for next year; add an October recurring task.

FAQ (Boards Ask Us All the Time)

Should we switch everything to LED at once?

Prioritize high use and complaint heavy areas first, such as paths, stairs, and carports. Then phase in across the property to spread cost.

Photo cells or timers?

Use both where practical. Photo cells handle seasonal changes. Timers manage curfews and amenity schedules.

What color temperature is best?

Aim for 3000–3500K in residential areas. It is safe, comfortable, and consistent.

Ready to Make This Easier?

Stop paying extra for scattered work orders. Use our free spreadsheet to track your lighting needs so you can cut costs, reduce complaints, and keep residents safe.

Download the free checklist + spreadsheet here.

We’re Here to Help

Turn winter lighting into one clean plan

If you want a clear scope, clean vendor coordination, and fewer resident complaints, schedule a quick call with Paul.

Schedule a Call with Paul